Mountfort Park Water Polo Club

CLUB STRUCTURE, ROLES, AND RESPONSIBILITIES

Acting President: John Montgomerie

Secretary: Sharlene Bingham

Treasurer: Katrina Hunter

Club Captain: Vacant

Other Committee members: Richard McGechie, Diana Harnett, Alex Myers, Tim O'Halloran

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Age group coordinator - under 12: Shimera Mathews

Age group coordinator - under 14 boys: Wendy McKinstry

Age group coordinator - over 12 girls: Lara Phillips

Age group coordinator - under 16/18 boys: Diana Harnett

Age group coordinator - Senior Men/U21: Kirsty Ellis

Age group coordinator - Senior Women: vacant

Funding coordinators: vacant

Referee Coordinator: Eimh Rollo

Uniform coordinator: Caroline Stocker

Equipment coordinator: vacant

Admin support: Terii Ahovelo

Intern 2022: Patrick Harris

Team managers: Various volunteers

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CLUB STRUCTURE

Mountfort Park Water Polo Club Committee:

Role: Provides over-arching planning, governance & decision-making for the clubs.

Finance sub-committee:

Role: Provides planning and guidance for the club in allocating resources and financial planning; supports the Treasurer.

Health and Safety sub-committee:

Role: Provides planning and guidance and ensures compliance with relevant legislation.

Player /coach/referee development sub-committee:

Role: Provides planning, guidance and monitoring of player, coach and referee development and opportunities; supports the club captain and liaises with the director of coaching.

CLUB ROLE DESCRIPTIONS

President

Role and responsibilities

Be knowledgeable and up-to-date about what is happening with the club
Act as representative and spokesperson for the club with New Zealand Water Polo, Auckland Water Polo and media
Make decisions to ensure the smooth running of the club between committee meetings in conjunction with the vice president, secretary, treasurer and club captain
Chair committee meetings, and liaise with club captain, committee members, director of coaching, coaches and age group/referee coordinators as required
Ensure there is a close and collaborative working relationship between the club and the director of coaching and that mutual contractual obligations are met
Guides the committee to focus on club planning and strategy so that appropriate plans and policies are in place

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Vice President

Role and responsibilities:

Act on behalf of the President when s/he is not available
Support the President’s role
Undertake role as per other committee members

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Secretary

Role and responsibilities:

Mail

Receive incoming correspondence, record and circulate as appropriate
Reply to correspondence with guidance of the committee (or executive committee between meetings)

Meetings

Call and promote committee meetings, notify committee members of dates of meetings
Prepare an agenda for each committee meeting with items for discussion, correspondence in and out and any matters carried over from previous meetings
Prepare for and promote Annual General Meeting as per constitutional requirements
Accurately take the minutes of committee meetings and AGM and circulate promptly

Club records

Ensure the annual report/performance report is submitted to the companies office
Keep and file committee contacts, AGM and committee agendas and minutes, correspondence and key club documents including policies and forms and make these readily available to the committee and other positions as required
Distribute forms and facilitate police vetting of committee members

Policy facilitation

Coordinate and advise members of Regional Training Centre (RTC) and New Zealand representative sponsorship opportunities for club members that are eligible
Coordinate and advise members around other committee policy decisions as relevant

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Treasurer

Role and responsibilities:

Work closely and collaboratively with the finance sub-committee

Financial transactions

Pay accounts due and approved by the committee
Keep an accurate record of the club's financial situation and report monthly on income and expenditure to the committee
Monitor collection of member subscriptions and payment for club activities/tournaments and keep the relevant managers and coordinators informed
Prepare and submit GST returns

Annual audit

Prepare club finances for audit and work closely with the auditor
Assist auditor prepare financial performance report for the Annual General Meeting

Financial planning

Work with the sub-committee to develop an annual budget
Provide or source strategic financial advice where required
Help develop and recommend club financial policies to the committee

General advice and support

Assist team managers and activity coordinators with advice around budgets and reimbursements

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Club Captain

Role and responsibilities:

Work in close collaboration and communication with the coach, referee & player development (CRP) sub-committee and the director of coaching, coaches, age group coordinators, referee coordinator, other club coordinator roles and managers

Keep people informed:

Ensure that new members are made welcome and have all the information they need to participate
Ensure that the age group coordinators and referee coordinator understand their roles and our policies and have all the information they need to undertake their roles
Work with CRP and age group coordinators, managers and communication coordinators to schedule events, activities and term practice times
Advise communication coordinators about club accomplishments - player, team and club activities and performance

Club development:

In association with CRP, liaise with parents and members seeking to increase our pool of experienced coaches, and their opportunities for development
In association with CRP, liaise with parents and members seeking to increase our pool of graded referees, and their opportunities for development
Seek opportunities to arrange training games with other clubs and tournaments for our various age groups

Coordination/organisation:

Assist the club committee in annual planning of events, activities and tournaments and work with CRP and committee on scheduling
Coordinate coaches, referees and managers meetings as required
Ensure the pool is booked for training and other events and activities of the club and that the relevant people are advised
Seek to maximise our pool bookings and use of the available pool time, and be the authorised person to make pool bookings if sought by CRP/the club
Work with CRP to schedule age group practices in advance of each term and advise communication coordinators
Oversee and advise on equipment needs, in association with the equipment coordinator, where there is a need for new equipment or repairs
Work with our equipment and uniform coordinators to ensure all the coaches, managers and referees are supported with their equipment and uniform needs
Assist coaching director and age group coordinators to ensure coaches are allocated to teams and help committee appoint age group coordinators and referee coordinator if need be

Act as liaison point on behalf of the club:

Act as representative for the club with New Zealand Water Polo, Auckland Water Polo and other water polo clubs
Promote the club positively with parents and players and assist in creating a great club culture and environment
Encourage fun events and social activities for club members and their families
Be a contact for parents or players and ensure CRP and/or committee understands any significant issues or concerns of club members
Problem-solve and deal with any problems should they arise

Report to the club committee on club captain matters

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Committee member

Role and responsibilities:

Meetings:

Prepare for committee meetings - read agenda papers and come to meetings ready to contribute and make decisions
Consider issues relevant to club development and prepare relevant agenda items for committee to consider

Promote the club:

Be a positive ambassador for the club with parents and players and assist in creating a great club culture and environment
Understand our club policies and be able to communicate these to our members and their families when relevant
Refer any significant issues or concerns of club members to the committee
Take on roles and responsibilities to progress club objectives and share workload
Take collective responsibility, along with other committee members, for the smooth and effective running of the club

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Age Group Coordinators

Under 12
12 Girls/women
12 Boys/men
U20/Seniors

Role and responsibilities:

Keep people informed:

Work with the secretary and club captain to compile relevant team lists and contact details
Promote practice times to the players and coaches
Promote the relevant tournaments, leagues and activities at the beginning of the season to the players and coaches

Coordination/organisation:

Liaise with director of coaching and club captain to ensure all teams have a coach (and assistant coaches as relevant) and add these officials to the team lists
Liaise with the manager coordinator to ensure all teams have a manager and add the officials to the team lists
Discuss and promote club coaching agreements with coaches/assistant coaches and send to treasurer and secretary once completed
Distribute forms and facilitate police vetting process for coaches/assistant coaches and send to secretary once completed
Work with director of coaching and club captain to:
- Ensure practice times are scheduled and notified
- Enter teams into relevant tournaments and competitions
- Assist coaches with trialing and selecting teams if required
- Act as the point of contact for coaches if they are unable to make a practice session or game and arrange a replacement

Act as liaison point on behalf of the club:

Be a contact for parents or players should they have any issues or require clarification
Provide information to new players and make sure they are registered correctly and aware of the fee structure and payment terms
Problem-solve and deal with any problems should they arise

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Referee Coordinator

Role and responsibilities:

Work with the club captain to identify club members and parents interested in refereeing and ensure we focus on development of our referees
Liaise with and allocate referees to all organised tournaments and competitions
Distribute forms and facilitate police vetting of referees
Organise referee courses and assessments in conjunction with the club captain
Organise pool controllers for any tournaments and competitions where our club is required to do so. This involves the pool controllers being responsible for the correct set up and pack up of the pool and equipment and for communicating results and/or match reports
Keep records of our referee assessment and grading
Co-ordinate referee meetings as required
Compile a database and communicate with referees
Regularly report to the committee on club referee status and progress

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Funding coordinator

Role and responsibilities:

Work closely and collaboratively with the finance sub-committee

Apply for funding grants to meet club priorities for equipment and activities
Ensure funding applications are authorised by the committee
Prepare accountability reports on behalf of the committee for funding received
Liaise closely with the treasurer on funding applications received
Make recommendation to the finance sub-committee on funding requirements and allocation of funding
Liaise with treasurer, age group coordinators and team managers about funding applications and allocations, as appropriate
Regularly report to the committee on funding application status and progress

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Uniform Coordinator

Role and responsibilities:

Coordinate and store club togs and keep an accurate record of stock on hand
Ensure it is easy for members to try-on and purchase togs
Ensure payments for togs are made, recorded and banked
Liaise with treasurer about on-going record-keeping of togs stock and sales
Make recommendations to the committee about ordering togs as required and implement purchasing of togs once approved by committee
Oversee club supplier contract for other uniform items (tops, hoodies, etc)
Make recommendations to committee about uniforms and suppliers as required
Promote uniform and togs availability with communication coordinators
Report to the committee on uniform matters

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Equipment Coordinator

Role and responsibilities:

Keep a record of all club equipment and whereabouts of equipment
Maintain storage of club equipment
Keep first aid kits well stocked and up-to-date
In cooperation with the club captain, arrange equipment maintenance and repairs
With the assistance of the club captain, track down missing equipment
Report any lost or damaged equipment to the committee
Let the pool facility managers know about any maintenance requirements of equipment owned by the pool
Liaise with age group coordinators and managers to prepare and distribute equipment sets for teams - caps, balls and bag, drink racks, first aid kit
Arrange to collect equipment sets from managers at the end of each season
Distribute old balls as the committee see fit
Report to the committee on equipment matters

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Communications coordinator

Role and responsibilities:

Promote the club positively, seeking to encourage new membership and active participation of existing members
Keep members well-informed about activities, events and opportunities in a proactive way
Manage and update content of club website
Manage and update content of club Facebook page
Compile and distribute club newsletter each term
Prepare media articles from time-to-time to promote the club and activities
Undertake a survey of club members from time-to-time, preferably on an annual basis
Liaise with club captain and age group coordinators to gather information relating to member, team and club achievements for publication to members and families
Regularly report to the committee on communications matters

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Admin & IT Support

Role and responsibilities:

Membership: Ensure records and contact details are current for all current members, coaches, referees and club supporters (e.g. schools, suppliers).
Go to person for all IT enquiries regarding the website, Facebook and club document storage.
Domain, email server and Google Drive maintenance.

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Team manager

Role and responsibilities:

Keep people informed:

Compile all your players mobile numbers /email addresses/ parents mobiles and ensure that they all have your contact details
Maintain effective email/phone communication with all players and keep them up to date with practice times, game times, tournament dates or any other relevant information
Act as the contact person if players cannot make practice or games, so the coach can be informed
Liaise with the relevant age group coordinator and keep him / her informed of all important matters / issues

Support the coach and the team:

Ensure your team has all relevant equipment / balls / caps / drink racks for games
Look after the equipment and ensure it is returned to equipment coordinator at the end of the season
Ensure you have a first aid kit and it is present at all games
Have the team ready for the team talks by the coach when required
Make sure players drink during games and when on the bench
Ensure all players have and wear proper uniform for league games and national competitions
Coordinate transport for team members if required
Ensure we have enough confirmed players prior to entry into competitions

Organising and managing out-of-town tournaments:

Hold a parents meeting prior to travelling away to tournaments, outline likely costs / expectations
Make arrangements for the team to attend out-of-town competitions in close association with the age group coordinator, club captain, funding coordinator and treasurer:
- Prepare a draft budget (template to be provided)
- Arrange travel for team and coach/manager/referee
- Arrange accommodation for team and coach/manager/referee
- Arrange meals for team and coach/manager/referee
- Compile team permission, medical and player conduct forms

Advise player costs, once confirmed with treasurer, and let team know when and how to pay. A deposit may be required prior to finalisation of arrangements and funding.
Ensure that the safety and welfare of the team is paramount whilst away
Manage the behavior and well-being of team members whist away
Ensure that all players get enough sleep and eat well at tournaments so they can perform well
Itemise club funded expenses for tournament and give these, with receipts, to the treasurer for reimbursement
Any fundraising for uniforms, tracksuits jackets, bags or other items is the responsibility of each team and should be co-ordinated by the manager. Uniform needs to align with club policy and standards. Grant applications must be prepared in conjunction with the funding coordinator and approved by the club committee.

Promote your team:

Take and gather photos of the team for club newsletter, website and Facebook
Compile short written notes on team achievements from tournaments and competitions for publication to members and families

Act as liaison point on behalf of the club:

Be the first point of contact for team parents or players should they have any issues, concerns or complaints
Provide information to new players and make sure they are registered correctly and aware of the fee structure and payment terms
Problem-solve and deal with any problems should they arise